School Office Coordinator - Central Park Elementary

Aberdeen School District 5•Aberdeen, WA

18h•Onsite

About The Position

This position manages the operation of the elementary school office under the supervision of the principal. Responsibilities include greeting parents and students, serving as secretary to the principal and providing various support services for students, parents, staff and the public. The position promotes positive public relations for the school and the district.

Requirements

High school graduation or equivalent.
Four years of increasingly responsible secretarial and office management experience, including records maintenance and bookkeeping.
Experience in dealing with children and the public.
Alternative combinations of advanced training and experience may be substituted.
Knowledge and ability in general office management, telephone and clerical practices and procedures.
Knowledge of correct grammar, spelling and English usage.
Ability to use and stay current with standard office technology, including office machines, computer and software programs.
Keyboarding, editing, data entry and formatting skills.
Ability to add, subtract, multiply and divide using whole numbers, common fractions and decimals.
Ability to compute ratio and percent and to interpret graphs.
Knowledge of general bookkeeping procedures; ability to set up and maintain accounting spreadsheets.
Ability to set up and maintain accurate electronic and hard copy filing systems.
Ability to interact with school-aged children in a warm, confident manner.
Patience in dealing with parents and small children.
Ability to screen and treat minor student illnesses or injuries.
Ability to organize and set priorities and meet deadlines.
Flexibility and ability to handle multiple tasks effectively.
Ability to work effectively under pressure and with frequent interruptions.
Ability to organize activities, attend to detail and follow tasks through to completion.
Good listening skills.
Ability to maintain confidentiality.
Ability to work accurately and independently with minimal supervision or work in a team environment.
Ability to establish and maintain effective working relationships with students, staff, parents and the general public.
Ability to use tact when dealing with angry or upset individuals.
Ability to positively and effectively represent the school district to office visitors and telephone callers.
Effective oral and written communication skills.
Ability to write reports and correspondence.
Ability to read and interpret documents, such as safety rules, operating and maintenance instructions and procedure manuals.
Ability to apply common sense understanding and problem solving skills to carry out instructions in written, oral or diagram form.
Ability to perform duties with awareness of all district requirements and board of education procedures.
May be required to complete first aid training, CPR training and/or training for administration of authorized medications.
Employment contingent upon Washington State Patrol and FBI clearance and the payment of any applicable fees.
Selected candidates may be tested for this position.

Nice To Haves

Bilingual/Spanish speaking preferred.

Responsibilities

Manages the operation of the elementary school office in close collaboration with the principal.
Serves as building receptionist; answers and responds to telephone and in-person inquiries from staff, students, parents, and the public.
Screens and monitors all visitors, deliveries, visiting parents and telephone callers.
Provides secretarial support to the principal; maintains appointment calendar, schedules meetings and conferences, and makes travel arrangements.
Formats and types correspondence, forms, memoranda and reports.
Types and distributes staff bulletin and school newsletter.
May attend meetins to record minutes.
Serves as a confidential resource to parents and students on family services and school related matters.
Serves as a resource to staff on district related topics.
Compiles data for enrollment and other federal, state and district reports and other records as required.
Responsible for completing and submitting district, state and federal reports.
Processes outgoing and incoming mail, including packages and freight.
Coordinates work of secretarial/clerical personnel and volunteers assigned to the office, assigns and reviews work; monitors workload.
May maintain current listings of volunteers.
Coordinates use of building, office equipment and computers within the school; may troubleshoot problems, provide information to staff and submit work orders for repairs and maintenance.
Registers incoming students and processes enrollment materials; may request transcripts and school records; coordinates services and information with sending/receiving schools and district office; completes procedures for students withdrawing from the school.
Sets up orientation schedule, mails materials.
Organizes and distributes conference materials to teachers.
Maintains student attendance records or monitors maintenance of records by staff.
Assists in contacting parents concerning questionable absences of students, i.e. attendance and/or truancy petitions.
Communicates with other staff members by using cell phones, radios or intercom systems.
Performs assigned role for lockdowns, fire drills and other emergencies; serves as a 9-1-1 interface with law enforcement.
Assists the school nurse and provides first aid care to ill or injured students; contacts parents and arranges transportation as needed; administers medication as authorized.
Checks and collects immunization records.
Maintains daily log of basic first aid and authorized medication for students.
Maintains electronic and paper files for staff and student information; maintains staff absence records and prepares payroll forms.
May make some arrangements for substitute personnel in coordination with the district’s substitute office.
Maintains substitute time sheets.
Maintains accounting ledgers for ASB, general building budgets and various building checking accounts.
Collects, records and deposits monies for student activities and fines; writes checks.
Prepares bank reconciliations and month-end reports.
Tracks purchase orders and manintains running total.
Prepares monthly reconcilliation of procurement card purchases.
Processess free and reduced lunch applications; collects money for meal accounts and write receipts; submits daily lumch count.
May collect and deposit money, order supplies and pay invoices for student store.
Issues and monitors building keys; maintains safe.
Communicates with Transportation Department concerning transportation arrangements for students.
Coordinates building use wiht appropriate staff; maintains calendar; schedules times and rooms.
Requisitiions, receives and distributes school supplies, textbooks and materials.
Takes peridoic inventory.
Coordinates a variety of school programs/activities such as conferences, open hourses, federal surveys, school pictures, school insurance, voter registration, fund raising events, and other activities.
Coordinates beginning and end of-the-year activities.
Supervises students who come into the office; monitors student behavior.
Assits parents in filling out forms.
Provides clerical assistance to itinerant staff and parent organizations as requested by principal.
Promotes effective public relations with parents and the general public.
Adapts readily to new/updated office technology and software applications.
Performs related duties as assigned.